Totally remove SentBy and OnBehalfOf when sending from a shared mailbox

The Dutch Government needs to have this option when sending outbound mail.

When using shared mailboxes, the mail system automatically adds a “Sent by …” field that reveals the individual sender’s identity. As this constitutes personal data, it raises concerns under GDPR Article 5(1)(c) (data minimisation) and Article 25 (data protection by design and by default), since the purpose of the shared mailbox is to present a collective or functional identity rather than an individual. While disclosure of employee names in business correspondence can generally be based on legitimate interest under Article 6(1)(f), automatically exposing individual identities where not necessary may constitute excessive processing. To mitigate this risk, the organisation should assess whether the exposure is required for business or legal purposes, and if not, configure systems to suppress the SentBy field or document the technical limitation and rationale within its accountability records (Article 5(2)).


Microsoft is compliant!!!!!!!!!

This is how Microsoft does it, and we would like to have Domino acts the same:

Microsoft Exchange / Outlook also typically adds a “Sent on behalf of …” or “Sent by …” header when sending from a shared mailbox, but it depends on how the mailbox permissions are configured.

Here’s the breakdown:

1. Send on Behalf

   • If a user has “Send on Behalf” permission, the recipient sees:

     “Sender Name on behalf of SharedMailboxName”

   • This explicitly shows both the shared mailbox and the individual who sent it.

2. Send As

   • If a user has “Send As” permission, the email appears to come entirely from the shared mailbox, without revealing the individual sender in Outlook.

   • No “Sent by” or “on behalf of” header is added in this case.